INTERNATIONAL LABOUR CONFERENCE

Convention 185

CONVENTION REVISING THE SEAFARERS’ IDENTITY

DOCUMENTS CONVENTION (Revised),
2003, as amended,
Adopted by the International Labour Conference
at its 91st Session (2003)
Amended by the International Labour Conference
at its 105th Session (2016)

The General Conference of the International Labour Organization,

Having been convened at Geneva by the Governing Body of the International
Labour Office, and having met in its Ninety-first Session on 3 June 2003, and
Mindful of the continuing threat to the security of passengers and crews and
the safety of ships, to the national interest of States and to individuals, and
Mindful also of the core mandate of the Organization, which is to promote
decent conditions of work, and
Considering that, given the global nature of the shipping industry, seafarers need
special protection, and
Recognizing the principles embodied in the Seafarers’ Identity Documents
Convention, 1958, concerning the facilitation of entry by seafarers into the
territory of Members, for the purposes of shore leave, transit, transfer or
repatriation, and
Noting the Convention on the Facilitation of International Maritime Traffic,
1965, as amended, of the International Maritime Organization, in particular,
Standards 3.44 and 3.45, and
Noting further that United Nations General Assembly Resolution A/RES/57/219
(Protection of human rights and fundamental freedoms while countering
terrorism) affirms that States must ensure that any measure taken to combat
terrorism complies with their obligations under international law, in particular
international human rights, refugee and humanitarian law, and
Being aware that seafarers work and live on ships involved in international
trade and that access to shore facilities and shore leave are vital elements
of seafarers’ general well-being and, therefore, to the achievement of safer
shipping and cleaner oceans, and
Being aware also that the ability to go ashore is essential for joining a ship and
leaving after the agreed period of service, and
Noting the amendments to the International Convention for the Safety of Life
at Sea, 1974, as amended, concerning special measures to enhance maritime
safety and security, that were adopted by the International Maritime
Organization Diplomatic Conference on 12 December 2002, and
Having decided upon the adoption of certain proposals with regard to the
improved security of seafarers’ identification, which is the seventh item on
the agenda of the session, and
 Having decided that these proposals shall take the form of an international
Convention revising the Seafarers’ Identity Documents Convention, 1958,
adopts this nineteenth day of June of the year two thousand and three, the
following Convention, which may be cited as the Seafarers’ Identity Documents
Convention (Revised), 2003.
Article 1
Scope
1.  For the purposes of this Convention, the term “seafarer” means any person
who is employed or is engaged or works in any capacity on board a vessel, other than
a ship of war, ordinarily engaged in maritime navigation.
2.  In the event of any doubt whether any categories of persons are to be regarded
as seafarers for the purpose of this Convention, the question shall be determined in
accordance with the provisions of this Convention by the competent authority of the
State of nationality or permanent residence of such persons after consulting with the
shipowners’ and seafarers’ organizations concerned.
3.  After consulting the representative organizations of fishing-vessel owners and
persons working on board fishing vessels, the competent authority may apply the
provisions of this Convention to commercial maritime fishing.

Article 2
Issuance of seafarers’ identity documents
1. Each Member for which this Convention is in force shall issue to each of
its nationals who is a seafarer and makes an application to that effect a seafarers’
identity document conforming to the provisions of Article 3 of this Convention.
2.  Unless otherwise provided for in this Convention, the issuance of seafarers’
identity documents may be subject to the same conditions as those prescribed by
national laws and regulations for the issuance of travel documents.
3. Each Member may also issue seafarers’ identity documents referred to in
paragraph 1 to seafarers who have been granted the status of permanent resident
in its territory. Permanent residents shall in all cases travel in conformity with the
provisions of Article 6, paragraph 7.
4. Each Member shall ensure that seafarers’ identity documents are issued
without undue delay.
5. Seafarers shall have the right to an administrative appeal in the case of a
rejection of their application.
6.  This Convention shall be without prejudice to the obligations of each Member
under international arrangements relating to refugees and stateless persons.

Article 3
Content and form
1.  The seafarers’ identity document covered by this Convention shall conform
– in its content – to the model set out in Annex I hereto. The form of the document
and the materials used in it shall be consistent with the general specifications set

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out in the model, which shall be based on the criteria set out below. Provided that
any amendment is consistent with the following paragraphs, Annex I may, where
necessary, be amended in accordance with Article 8 below, in particular to take
account of technological developments. The decision to adopt the amendment shall
specify when the amendment will enter into effect, taking account of the need to give
Members sufficient time to make any necessary revisions of their national seafarers’
identity documents and procedures.
2. The seafarers’ identity document shall be designed in a simple manner, be
made of durable material, with special regard to conditions at sea and be machine-
readable. The materials used shall:
(a) prevent tampering with the document or falsification, as far as possible, and
enable easy detection of alterations; and
(b) be generally accessible to governments at the lowest cost consistent with reliably
achieving the purpose set out in (a) above.
3.  Members shall take into account any available guidelines developed by the
International Labour Organization on standards of the technology to be used which
will facilitate the use of a common international standard.
4.  The seafarers’ identity document shall be no larger than a normal passport.
5. The seafarers’ identity document shall contain the name of the issuing
authority, indications enabling rapid contact with that authority, the date and place
of issue of the document, and the following statements:
(a) this document is a seafarers’ identity document for the purpose of the Seafarers’
Identity Documents Convention (Revised), 2003, of the International Labour
Organization; and
(b) this document is a stand-alone document and not a passport.
6.  The maximum validity of a seafarers’ identity document shall be determined
in accordance with the laws and regulations of the issuing State and shall in no case
exceed ten years, subject to renewal after the first five years.
7.  Particulars about the holder included in the seafarer’s identity document shall
be restricted to the following:
(a) full name (first and last names where applicable);
(b) sex;
(c) date and place of birth;
(d) nationality;
(e) any special physical characteristics that may assist identification;
(f) digital or original photograph; and
(g) signature.
8.  Notwithstanding paragraph 7 above, a template or other representation of a
biometric of the holder which meets the specification provided for in Annex I shall
also be required for inclusion in the seafarers’ identity document, provided that the
following preconditions are satisfied:
(a) the biometric can be captured without any invasion of privacy of the persons
concerned, discomfort to them, risk to their health or offence against their
dignity;
(b) the biometric shall itself be visible on the document and it shall not be possible
to reconstitute it from the template or other representation;

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(c) the equipment needed for the provision and verification of the biometric is user-
friendly and is generally accessible to governments at low cost;
(d) the equipment for the verification of the biometric can be conveniently and
reliably operated in ports and in other places, including on board ship, where
verification of identity is normally carried out by the competent authorities; and
(e) the system in which the biometric is to be used (including the equipment,
technologies and procedures for use) provides results that are uniform and
reliable for the authentication of identity.
9.  All data concerning the seafarer that are recorded on the document shall be
visible. Seafarers shall have convenient access to machines enabling them to inspect
any data concerning them that is not eye-readable. Such access shall be provided by
or on behalf of the issuing authority.
10. The content and form of the seafarers’ identity document shall take into
account the relevant international standards cited in Annex I.

Article 4
National electronic database
1.  Each Member shall ensure that a record of each seafarers’ identity document
issued, suspended or withdrawn by it is stored in an electronic database. The necessary
measures shall be taken to secure the database from interference or unauthorized
access.
2.  The information contained in the record shall be restricted to details which
are essential for the purposes of verifying a seafarers’ identity document or the status
of a seafarer and which are consistent with the seafarer’s right to privacy and which
meet all applicable data protection requirements. The details are set out in Annex II
hereto, which may be amended in the manner provided for in Article 8 below, taking
account of the need to give Members sufficient time to make any necessary revisions
of their national database systems.
3.  Each Member shall put in place procedures which will enable any seafarer to
whom it has issued a seafarers’ identity document to examine and check the validity
of all the data held or stored in the electronic database which relate to that individual
and to provide for correction if necessary, at no cost to the seafarer concerned.
4. Each Member shall designate a permanent focal point for responding to
inquiries, from the immigration or other competent authorities of all Members of
the Organization, concerning the authenticity and validity of the seafarers’ identity
document issued by its authority. Details of the permanent focal point shall be
communicated to the International Labour Office, and the Office shall maintain a
list which shall be communicated to all Members of the Organization.
5.  The details referred to in paragraph 2 above shall at all times be immediately
accessible to the immigration or other competent authorities in member States of
the Organization, either electronically or through the focal point referred to in
paragraph 4 above.
6. For the purposes of this Convention, appropriate restrictions shall be
established to ensure that no data – in particular, photographs – are exchanged,
unless a mechanism is in place to ensure that applicable data protection and privacy
standards are adhered to.

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 7. Members shall ensure that the personal data on the electronic database
shall not be used for any purpose other than verification of the seafarers’ identity
document.

Article 5
Quality control and evaluations
1.  Minimum requirements concerning processes and procedures for the issue of
seafarers’ identity documents, including quality-control procedures, are set out in
Annex III to this Convention. These minimum requirements establish mandatory
results that must be achieved by each Member in the administration of its system for
issuance of seafarers’ identity documents.
2.  Processes and procedures shall be in place to ensure the necessary security
for:
(a) the production and delivery of blank seafarers’ identity documents;
(b) the custody, handling and accountability for blank and completed seafarers’
identity documents;
(c) the processing of applications, the completion of the blank seafarers’ identity
documents into personalized seafarers’ identity documents by the authority
and unit responsible for issuing them and the delivery of the seafarers’ identity
documents;
(d) the operation and maintenance of the database; and
(e) the quality control of procedures and periodic evaluations.
3. Subject to paragraph 2 above, Annex III may be amended in the manner
provided for in Article 8, taking account of the need to give Members sufficient time
to make any necessary revisions to their processes and procedures.
4.  Each Member shall carry out an independent evaluation of the administration
of its system for issuing seafarers’ identity documents, including quality-control
procedures, at least every five years. Reports on such evaluations, subject to the
removal of any confidential material, shall be provided to the Director-General of
the International Labour Office with a copy to the representative organizations of
shipowners and seafarers in the Member concerned. This reporting requirement
shall be without prejudice to the obligations of Members under article 22 of the
Constitution of the International Labour Organisation.
5.  The International Labour Office shall make these evaluation reports available
to Members. Any disclosure, other than those authorized by this Convention, shall
require the consent of the reporting Member.
6. The Governing Body of the International Labour Office, acting on
the basis of all relevant information in accordance with arrangements made by it,
shall approve a list of Members which fully meet the minimum requirements referred
to in paragraph 1 above.
7.  The list must be available to Members of the Organization at all times and
be updated as appropriate information is received. In particular, Members shall be
promptly notified where the inclusion of any Member on the list is contested on solid
grounds in the framework of the procedures referred to in paragraph 8.
8.  In accordance with procedures established by the Governing Body, provision
shall be made for Members which have been or may be excluded from the list, as
well as interested governments of ratifying Members and representative shipowners’

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and seafarers’ organizations, to make their views known to the Governing Body, in
accordance with the arrangements referred to above and to have any disagreements
fairly and impartially settled in a timely manner.
9.  The recognition of seafarers’ identity documents issued by a Member is subject
to its compliance with the minimum requirements referred to in paragraph 1 above.

Article 6
Facilitation of shore leave and transit
and transfer of seafarers
1. Any seafarer who holds a valid seafarers’ identity document issued in
accordance with the provisions of this Convention by a Member for which the
Convention is in force shall be recognized as a seafarer within the meaning of the
Convention unless clear grounds exist for doubting the authenticity of the seafarers’
identity document.
2.  The verification and any related inquiries and formalities needed to ensure
that the seafarer for whom entry is requested pursuant to paragraphs 3 to 6 or 7
to 9 below is the holder of a seafarers’ identity document issued in accordance with
the requirements of this Convention shall be at no cost to the seafarers or shipowners.

Shore leave
3. Verification and any related inquiries and formalities referred to in
paragraph 2 above shall be carried out in the shortest possible time provided that
reasonable advance notice of the holder’s arrival was received by the competent
authorities. The notice of the holder’s arrival shall include the details specified in
section 1 of Annex II.
4. Each Member for which this Convention is in force shall, in the shortest
possible time, and unless clear grounds exist for doubting the authenticity of the
seafarers’ identity document, permit the entry into its territory of a seafarer holding
a valid seafarer’s identity document, when entry is requested for temporary shore
leave while the ship is in port.
5. Such entry shall be allowed provided that the formalities on arrival of the
ship have been fulfilled and the competent authorities have no reason to refuse
permission to come ashore on grounds of public health, public safety, public order
or national security.
6. For the purpose of shore leave seafarers shall not be required to hold a
visa. Any Member which is not in a position to fully implement this requirement
shall ensure that its laws and regulations or practice provide arrangements that are
substantially equivalent.

Transit and transfer

7. Each Member for which this Convention is in force shall, in the shortest
possible time, also permit the entry into its territory of seafarers holding a valid
seafarers’ identity document supplemented by a passport, when entry is requested
for the purpose of:
(a) joining their ship or transferring to another ship;
(b) passing in transit to join their ship in another country or for repatriation; or any
other purpose approved by the authorities of the Member concerned.

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 8. Such entry shall be allowed unless clear grounds exist for doubting the
authenticity of the seafarers’ identity document, provided that the competent
authorities have no reason to refuse entry on grounds of public health, public safety,
public order or national security.
9. Any Member may, before permitting entry into its territory for one of the
purposes specified in paragraph 7 above, require satisfactory evidence, including
documentary evidence of a seafarer’s intention and ability to carry out that intention.
The Member may also limit the seafarer’s stay to a period considered reasonable for
the purpose in question.

Article 7
Continuous possession and withdrawal
1.  The seafarers’ identity document shall remain in the seafarer’s possession at
all times, except when it is held for safekeeping by the master of the ship concerned,
with the seafarer’s written consent.
2.  The seafarers’ identity document shall be promptly withdrawn by the issuing
State if it is ascertained that the seafarer no longer meets the conditions for its issue
under this Convention. Procedures for suspending or withdrawing seafarers’ identity
documents shall be drawn up in consultation with the representative shipowners’
and seafarers’ organizations and shall include procedures for administrative appeal.

Article 8
Amendment of the annexes
1. Subject to the relevant provisions of this Convention, amendments to the
Annexes may be made by the International Labour Conference, acting on the
advice of a duly constituted tripartite maritime body of the International Labour
Organization. The decision shall require a majority of two-thirds of the votes cast
by the delegates present at the Conference, including at least half the Members that
have ratified this Convention.
2.  Any Member that has ratified this Convention may give written notice to the
Director-General within six months of the date of the adoption of such an amendment
that it shall not enter into force for that Member, or shall only enter into force at a
later date upon subsequent written notification.

Article 9
Transitional provision
Any Member which is a party to the Seafarers’ Identity Documents Convention,
1958, and which is taking measures, in accordance with article 19 of the Constitution of
the International Labour Organisation, with a view to ratification of this Convention
may notify the Director-General of its intention to apply the present Convention
provisionally. A seafarers’ identity document issued by such a Member shall be treated
for the purposes of this Convention as a seafarers’ identity document issued under it
provided that the requirements of Articles 2 to 5 of this Convention are fulfilled and
that the Member concerned accepts seafarers’ identity documents issued under this
Convention.

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 FINAL PROVISIONS

Article 10
This Convention revises the Seafarers’ Identity Documents Convention, 1958.

Article 11
The formal ratifications of this Convention shall be communicated to the
Director-General of the International Labour Office for registration.

Article 12
1.  This Convention shall be binding only upon those Members of the International
Labour Organization whose ratifications have been registered with the Director-
General.
2.  It shall come into force six months after the date on which the ratifications of
two Members have been registered with the Director- General.
3.  Thereafter, this Convention shall come into force for any Member six months
after the date on which its ratification has been registered.

Article 13
1. A Member which has ratified this Convention may denounce it after the
expiration of ten years from the date on which the Convention first comes into force,
by an act communicated to the Director-General for registration. Such denunciation
shall take effect twelve months after the date on which it is registered.
2.  Each Member which has ratified this Convention and which does not, within
the year following the expiration of the period of ten years mentioned in the
preceding paragraph, exercise the right of denunciation provided for in this Article,
shall be bound for another period of ten years and, thereafter, may denounce this
Convention at the expiration of each period of ten years under the terms provided
for in this Article.
Article 14
1. The Director-General shall notify all Members of the registration of all
ratifications, declarations and acts of denunciation communicated by the Members.
2.  When notifying the Members of the registration of the second ratification of
this Convention, the Director-General shall draw the attention of the Members to
the date upon which the Convention shall come into force.
3. The Director-General shall notify all Members of the registration of any
amendments made to the Annexes in accordance with Article 8, as well as of
notifications relating thereto.
Article 15
The Director-General of the International Labour Office shall communicate to
the Secretary-General of the United Nations, for registration in accordance with
article 102 of the Charter of the United Nations, full particulars of all ratifications,
declarations and acts of denunciation registered by the Director-General in
accordance with the provisions of the preceding Articles.

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 Article 16
At such times as it may consider necessary, the Governing Body of the
International Labour Office shall present to the General Conference a report on
the working of this Convention and shall examine the desirability of placing on the
agenda of the Conference the question of its revision in whole or in part, taking
account also of the provisions of Article 8.

Article 17
1.  Should the Conference adopt a new Convention revising this Convention in
whole or in part, then, unless the new Convention otherwise provides:
(a) the ratification by a Member of the new revising Convention shall ipso jure
involve the immediate denunciation of this Convention, notwithstanding the
provisions of Article 13, if and when the new revising Convention shall have
come into force;
(b) as from the date when the new revising Convention comes into force, this
Convention shall cease to be open to ratification by the Members.
2. This Convention shall in any case remain in force in its actual form and
content for those Members which have ratified it but have not ratified the revising
Convention.
Article 18
The English and French versions of the text of this Convention are equally
authoritative.

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Annex I
Model for seafarers’ identity document
1.  Subject to the overriding requirements of Article 3 of this Convention, the seafarers’
identity document (SID), whose form and content are set out below, shall – with respect to the
materials used for it and the presentation and storage of the data that it contains – conform to
the mandatory requirements for an electronic machine-readable travel document contained
in International Civil Aviation Organization (ICAO) Doc 9303 on machine-readable travel
documents, with full consideration being given to any relevant recommendations or advice
in that document.
2.  The term “Doc 9303” shall be understood as referring to the Seventh Edition, 2015,
as published by ICAO and as it may subsequently be amended in accordance with the related
procedures of ICAO. References in this Annex to particular provisions of Doc 9303 refer to
the Seventh Edition, but shall be understood as also referring to the corresponding provisions
of any subsequent edition. The Director-General of the International Labour Office may
from time to time, as requested by the Governing Body, prepare guidance for Members as to
the specific provisions of Doc 9303 to be taken into account.
3. The SID shall be an electronic machine-readable identity document with physical
characteristics as described in Section 2 of Part  3 of Doc 9303, “Specifications Common
to all Machine Readable Travel Documents”. The printing and typefaces used in both the
visual-inspection zone and the machine-readable zone shall be as described in Sections 3
and 4 respectively of Part 3 of Doc 9303.
4.  The SID shall include a contactless integrated circuit, with a data storage capacity of
at least 32 kilobytes, encoded and digitally signed in accordance with Parts 9, 10, 11 and 12 of
Doc 9303. The contactless integrated circuit shall meet all the requirements for the Logical
Data Structure (LDS) set out in Part  10 of Doc 9303 but shall contain only the mandatory
data elements required in that Part. The privacy of seafarers’ data stored in the contactless
integrated circuit shall be protected by a Chip Access Control mechanism as described in
Part  11 of Doc 9303. Data stored in the LDS shall be limited to the metadata and files
required for the operation of the chip and its security features, as well as the following data
elements, which are already visible, in the sense of eye-readable, in the visual-inspection and
machine-readable zones of the SID:
(a) in data group 1 of the LDS: a duplication of the machine-readable zone data, referred to
below;
(b) in data group 2 of the LDS: the biometric representation required by Article 3,
paragraph  8, of this Convention, which shall comply with Part  9 of Doc 9303 for the
“Primary Biometric: Facial Image”. This facial image of the seafarer shall be a copy
of the photograph referred to in (o) below, but compressed to a size in the range of
15–20 kilobytes; and
(c) the Document Security Object that is needed to validate the integrity of data stored in
the LDS using the ICAO Public Key Infrastructure defined in Part 12 of Doc 9303.
5. The SID shall be protected from tampering, photograph substitution or other
fraudulent activity by adherence to the requirements of Part 2 of Doc 9303, “Specifications
for the Security of the Design, Manufacture and Issuance of MRTDs”. It shall be protected
by at least three physical security features from the list contained in Appendix A to Part 2 of
Doc 9303. Examples of such security features are:
— optically variable features1 in the substrate or laminate of the identity document;
— tactile features2 in the substrate of the identity document;
— laser-perforated features3 in the substrate;

1  An optically variable feature is an image or feature whose appearance in colour or design changes depending on

the angle of viewing or illumination.

2  A tactile feature is a surface feature giving a distinctive “feel” to the document.
3  Laser perforation is a process whereby numbers, letters or images are created by perforating the substrate with a laser.

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 — two-colour guilloche design4 in the background of the identity document;
— microprinted text 5 in the background;
— ultraviolet fluorescent ink;
— ink with optically variable properties;
— steganographic image6 incorporated in the identity document.
6. The data elements to be contained in the identity document and their placement
within the various zones described in Doc 9303 are given below and no other information
shall be contained in the SID:
(a) issuing State: name in full, in Zone I, with no field caption;
(b) document type: “SID”, in Zone I, with no field caption;
(c) “chip inside” symbol described in Section 2.3 of Part 9 of Doc 9303: in Zone I, with no
field caption;
(d) full name of seafarer as a single field consisting of the primary identifier followed by
a comma, then a space and then the secondary identifier, as defined in Doc 9303: in
Zone II, with a field caption;
(e) sex of seafarer as a single letter, “F” for female, “M” for male or “X” for unspecified: in
Zone II, with a field caption;
(f) nationality of seafarer, as a three-letter International Organization for Standardization
country code in accordance with Section 5 of Part 3 of Doc 9303: in Zone II, with a field
caption;
(g) date of seafarer’s birth, in the format DDbMMbYYYY, where “b” is a single blank space
(for example, 23 03 1982): in Zone II, with a field caption;
(h) place of seafarer’s birth: in Zone II, with a field caption;
(i) any special physical characteristics that may assist in the identification of the seafarer:
in Zone II, with a field caption. If the issuing authority chooses not to record any
identifying characteristics, or if the seafarer has no particular identifying characteristics,
then this field shall be filled with either the word “None”, or “Aucun”, or “Ninguna”;
(j) unique document number assigned to the SID by the issuing authority of no more than
nine characters: in Zone I for TD3 size documents, with a field caption; or, in Zone III
for TD1 and TD2 size documents, with a field caption;
(k) date of issue of the SID, in the format DDbMMbYYYY, where “b” is a single blank space
(for example, 31 05 2014): in Zone III, with a field caption;
(l) date of expiry of the SID, in the format DDbMMbYYYY, where “b” is a single blank
space (for example, 31 05 2019): in Zone III, with a field caption;
(m) place of issue of the SID: in Zone III, with a field caption;
(n) signature or usual mark of the seafarer: in Zone IV, without a field caption;
(o) photograph of the seafarer, conforming to the specifications for photographs set out in
Part 3 of Doc 9303: in Zone V, without a field caption;
(p) the following statement in English, French or Spanish, in Zone VI, without a field
caption: “This document is a seafarers’ identity document for the purpose of the
Seafarers’ Identity Documents Convention (Revised), 2003, of the International
Labour Organization. This document is a stand-alone document and not a passport.”;
(q) name of the issuing authority, and contact details (telephone number including country
code or URL of website or both) of the focal point under Article 4, paragraph 4, of this
Convention: in Zone VI, with the following field caption in English, French or Spanish:
“Issuing authority contact details”; and

4  A guilloche design is a pattern of continuous fine lines, usually computer generated, forming a unique image that can

only be accurately re-originated by access to the equipment, software and parameters used in creating the original design.
5  Microprint is printed text or symbols smaller than 0.25 mm/0.7 pica points.
6  Steganography is the use of an image or information that is encoded or concealed within a primary visual image.

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(r) machine-readable zone printed in Zone VII as specified in Section 4 of Part 3 of
Doc 9303, containing all the mandatory data elements specified in Section 4.2 of Part 4
(for TD3 size) or Part 5 (for TD1 size) or Part 6 (for TD2 size). The first two characters
of the machine-readable zone shall be “IS” for TD1 or TD2 size, or “PK” for TD3 size.
7.  The following additional data elements shall be contained only in TD3 size documents:
(a) document code: the letters “PK” in Zone I, with a field caption;
(b) issuing State, as a three-letter International Organization for Standardization country
code in accordance with Section 5 of Part 3 of Doc 9303: in Zone I, with a field caption;
and
(c) name of the issuing authority: in Zone III, with a field caption.

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Annex II

Electronic database
The details to be provided for each record in the electronic database to be maintained
by each Member in accordance with Article 4, paragraphs 1, 2, 6 and 7 of this Convention
shall be restricted to:

Section 1
1. Issuing State as written in the visual-inspection zone of the seafarers’ identity
document (SID).
2.  Full name of seafarer as written in the visual-inspection zone of the SID.
3.  Unique nine-character document number assigned to the SID.
4. Date of expiry, or suspension, or withdrawal of the SID, written in the format
DDbMMbYYYY, where “b” is a single blank space (for example, 31 05 2019).

Section 2
1.  Compressed facial image of the seafarer as stored in the contactless integrated circuit
of the SID.
2.  Photograph of the seafarer as printed in the visual-inspection zone of the SID.
3.  Details of all inquiries made concerning the SID.

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Annex III
Requirements and recommended procedures and practices
concerning the issuance of seafarers’ identity documents
This Annex sets out minimum requirements relating to procedures to be adopted by
each Member in accordance with Article 5 of this Convention, with respect to the issuance
of seafarers’ identity documents (SIDs), including quality-control procedures.
Part A lists the mandatory results that must be achieved, as a minimum, by each Member,
in implementing a system of issuance of SIDs.
Part B recommends procedures and practices for achieving those results. Part B is to be
given full consideration by Members, but is not mandatory.
Notwithstanding the above, each Member shall observe all relevant mandatory
requirements in International Civil Aviation Organization (ICAO) Doc 9303. The term
“Doc  9303” shall be understood as referring to the Seventh Edition, 2015, as published by
ICAO and as it may subsequently be amended in accordance with the related procedures
of ICAO. Members shall also give full consideration to the relevant recommendations or
advice contained in Doc 9303, especially in Part 2 of that document and its appendices.

Part A.  Mandatory results

1. Production and delivery of blank SIDs
Processes and procedures are in place to ensure the necessary security for the production
and delivery of blank SIDs, including the following:
(a) all blank SIDs are of uniform quality and meet the specifications in content and form as
contained in Annex I;
(b) the materials used for production are protected and controlled;
(c) blank SIDs are protected, controlled, identified and tracked during the production and
delivery processes;
(d) producers have the means of properly meeting their obligations in relation to the
production and delivery of blank SIDs;
(e) the transport of the blank SIDs from the producer to the issuing authority is secure.

2. Custody, handling and accountability for blank and completed SIDs

Processes and procedures are in place to ensure the necessary security for the custody,
handling and accountability for blank and completed SIDs, including the following:
(a) the custody and handling of blank and completed SIDs is controlled by the issuing
authority;
(b) blank, completed and voided SIDs, including those used as specimens, are protected,
controlled, identified and tracked;
(c) personnel involved with the process meet standards of reliability, trustworthiness and
loyalty required by their positions and have appropriate training;
(d) the division of responsibilities among authorized officials is designed to prevent the
issuance of unauthorized SIDs.

3. Processing of applications; suspension or withdrawal of SIDs; appeal procedures

Processes and procedures are in place to ensure the necessary security for the processing
of applications, the completion of the blank SIDs into personalized SIDs by the authority
and unit responsible for issuing them, and the delivery of the SIDs, including:
(a) processes for verification and approval ensuring that SIDs, when first applied for and
when renewed, are issued only on the basis of:
(i) applications completed with all information required by Annex I,

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 (ii) proof of identity of the applicant in accordance with the law and practice of the
issuing State,
(iii) proof of nationality or permanent residence,
(iv) proof that the applicant is a seafarer within the meaning of Article 1,
(v) assurance that applicants, especially those with more than one nationality or having
the status of permanent residents, are not issued with more than one SID,
(vi) verification that the applicant does not constitute a risk to security, with proper
respect for the fundamental rights and freedoms set out in international instruments.
(b) the processes ensure that:
(i) the particulars of each item contained in Annex II are entered in the database
simultaneously with issuance of the SID,
(ii) the data, photograph, signature and biometric gathered from the applicant correspond
to the applicant, and
(iii) the data, photograph, signature and biometric gathered from the applicant are linked
to the application throughout the processing, issuance and delivery of the SID.
(c) prompt action is taken to update the database when an issued SID is suspended or
withdrawn;
(d) an extension and/or renewal system has been established to provide for circumstances
where a seafarer is in need of extension or renewal of his or her SID and in circumstances
where the SID is lost;
(e) the circumstances in which SIDs may be suspended or withdrawn are established in
consultation with shipowners’ and seafarers’ organizations;
(f) effective and transparent appeal procedures are in place.

4. Operation, security and maintenance of the database

Processes and procedures are in place to ensure the necessary security for the operation
and maintenance of the database, including the following:
(a) the database is secure from tampering and from unauthorized access;
(b) data are current, protected against loss of information and available for query at all times
through the focal point;
(c) databases are not appended, copied, linked or written to other databases; information
from the database is not used for purposes other than authenticating the seafarers’ identity;
(d) the individual’s rights are respected, including:
(i) the right to privacy in the collection, storage, handling and communication of
personal data; and
(ii) the right of access to data concerning him or her and to have any inaccuracies
corrected in a timely manner.

5. Quality control of procedures and periodic evaluations

(a) Processes and procedures are in place to ensure the necessary security through the
quality control of procedures and periodic evaluations, including the monitoring of
processes, to ensure that required performance standards are met, for:
(i) production and delivery of blank SIDs,
(ii) custody, handling and accountability for blank, voided and personalized SIDs,
(iii) processing of applications, completion of blank SIDs into personalized SIDs by the
authority and unit responsible for issuance and delivery,
(iv) operation, security and maintenance of the database.
(b) Periodic reviews are carried out to ensure the reliability of the issuance system and of the
procedures and their conformity with the requirements of this Convention.
(c) Procedures are in place to protect the confidentiality of information contained in reports
on periodic evaluations provided by other ratifying Members.

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Part B.  Recommended procedures and practices
1. Production and delivery of blank SIDs
1.1. In the interest of security and uniformity of SIDs, the competent authority should
select an effective source for the production of blank SIDs to be issued by the
Member.
1.2. If the blanks are to be produced on the premises of the authority responsible for
the issuance of SIDs (“the issuing authority”), section 2.2 below applies.
1.3. If an outside enterprise is selected, the competent authority should:
1.3.1. check that the enterprise is of undisputed integrity, financial stability and
reliability;
1.3.2. require the enterprise to designate all the employees who will be engaged
in the production of blank SIDs;
1.3.3. require the enterprise to furnish the authority with proof that demonstrates
that there are adequate systems in place to ensure the reliability,
trustworthiness and loyalty of designated employees and to satisfy the
authority that it provides each such employee with adequate means of
subsistence and adequate job security;
1.3.4. conclude a written agreement with the enterprise which, without prejudice
to the authority’s own responsibility for SIDs, should, in particular, establish
the specifications and directions referred to under section 1.5 below and
require the enterprise:
1.3.4.1. to ensure that only the designated employees, who must have
assumed strict obligations of confidentiality, are engaged in the
production of the blank SIDs;
1.3.4.2. to take all necessary security measures for the transport of the
blank SIDs from its premises to the premises of the issuing
authority. Issuing agents cannot be absolved from the liability on
the grounds that they are not negligent in this regard;
1.3.4.3. to accompany each consignment with a precise statement of its
contents; this statement should, in particular, specify the reference
numbers of the SIDs in each package.
1.3.5. ensure that the agreement includes a provision to allow for completion
if the original contractor is unable to continue;
1.3.6. satisfy itself, before signing the agreement, that the enterprise has the means
of properly performing all the above obligations.
1.4. If the blank SIDs are to be supplied by an authority or enterprise outside the
Member’s territory, the competent authority of the Member may mandate an
appropriate authority in the foreign country to ensure that the requirements
recommended in this section are met.
1.5. The competent authority should inter alia:
1.5.1. establish detailed specifications for all materials to be used in the
production of the blank SIDs; these materials should conform to the
general specifications set out in Annex I to this Convention;
1.5.2. establish precise specifications relating to the form and content of the blank
SIDs as set out in Annex I;
1.5.3. ensure that the specifications enable uniformity in the printing of blank
SIDs if different printers are subsequently used;
1.5.4. provide clear directions for the generation of a unique document number
to be printed on each blank SID in a sequential manner in accordance with
Annex I; and
1.5.5. establish precise specifications governing the custody of all materials
during the production process.

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2. Custody, handling and accountability for blank and completed SIDs
2.1. All operations relating to the issuance process (including the custody of blank,
voided and completed SIDs, the implements and materials for completing them,
the processing of applications, the issuance of SIDs, the maintenance and the
security of databases) should be carried out under the direct control of the issuing
authority.
2.2. The issuing authority should prepare an appraisal of all officials involved in the
issuance process establishing, in the case of each of them, a record of reliability,
trustworthiness and loyalty.
2.3. The issuing authority should ensure that no officials involved in the issuance
process are members of the same immediate family.
2.4. The individual responsibilities of the officials involved in the issuance process
should be adequately defined by the issuing authority.
2.5. No single official should be responsible for carrying out all the operations
required in the processing of an application for a SID and the preparation of the
corresponding SID. The official who assigns applications to an official responsible
for issuing SIDs should not be involved in the issuance process. There should be
a rotation in the officials assigned to the different duties related to the processing
of applications and the issuance of SIDs.
2.6. The issuing authority should draw up internal rules ensuring:
2.6.1. that the blank SIDs are kept secured and released only to the extent
necessary to meet expected day-to-day operations and only to the officials
responsible for completing them into personalized SIDs or to any specially
authorized official, and that surplus blank SIDs are returned at the end of
each day; measures to secure SIDs should be understood as including the
use of devices for the prevention of unauthorized access and detection of
intruders;
2.6.2. that any blank SIDs used as specimens are defaced and marked as such;
2.6.3. that each day a record, to be stored in a safe place, is maintained of the
whereabouts of each blank SID and of each personalized SID that has not
yet been issued, also identifying those that are secured and those that are
in the possession of a specified official or officials; the record should be
maintained by an official who is not involved in the handling of the blank
SIDs or SIDs that have not yet been issued;
2.6.4. that no person should have access to the blank SIDs and to the implements
and materials for completing them other than the officials responsible for
completing the blank SIDs or any specially authorized official;
2.6.5. that each personalized SID is kept secured and released only to the official
responsible for issuing the SID or to any specially authorized official;
2.6.5.1. the specially authorized officials should be limited to:
(a) persons acting under the written authorization of the executive
head of the authority or of any person officially representing
the executive head, and
(b) the controller referred to in section 5 below and persons
appointed to carry out an audit or other control;
2.6.6. that officials are strictly prohibited from any involvement in the issuance
process for a SID applied for by a member of their family or a close friend;
2.6.7. that any theft or attempted theft of SIDs or of implements or materials for
personalizing them should be promptly reported to the police authorities
for investigation.
2.7. Errors in the issuance process should invalidate the SID concerned, which may not
be corrected and issued.

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3. Processing of applications; suspension or withdrawal of SIDs; appeal procedures
3.1. The issuing authority should ensure that all officials with responsibility concerning
the review of applications for SIDs have received relevant training in fraud
detection and in the use of computer technology.
3.2. The issuing authority should draw up rules ensuring that SIDs are issued only on
the basis of: an application completed and signed by the seafarer concerned; proof
of identity; proof of nationality or permanent residence; and proof that the applicant
is a seafarer.
3.3. The application should contain all the information specified as mandatory in
Annex I to this Convention. The application form should require applicants to
note that they will be liable to prosecution and penal sanctions if they make any
statement that they know to be false.
3.4. When a SID is first applied for, and whenever subsequently considered necessary
on the occasion of a renewal:
3.4.1. the application, completed except for the signature, should be presented by
the applicant in person, to an official designated by the issuing authority;
3.4.2. a digital or original photograph and the biometric of the applicant should
be taken under the control of the designated official;
3.4.3. the application should be signed in the presence of the designated official;
3.4.4. the application should then be transmitted by the designated official directly
to the issuing authority for processing.
3.5. Adequate measures should be adopted by the issuing authority to ensure the security
and the confidentiality of the digital or original photograph and the biometric.
3.6. The proof of identity provided by the applicant should be in accordance with the
laws and practice of the issuing State. It may consist of a recent photograph of
the applicant, certified as being a true likeness of him or her by the shipowner or
shipmaster or other employer of the applicant or the director of the applicant’s
training establishment.
3.7. The proof of nationality or permanent residence will normally consist of the
applicant’s passport or certificate of admission as a permanent resident.
3.8. Applicants should be asked to declare all other nationalities that they may possess
and affirm that they have not been issued with and have not applied for a SID from
any other Member.
3.9. The applicant should not be issued with a SID for so long as he or she possesses
another SID.
3.9.1. An early renewal system should apply in circumstances where a seafarer is
aware in advance that the period of service is such that he or she will be
unable to make his or her application at the date of expiry or renewal;
3.9.2. An extension system should apply in circumstances where an extension of
a SID is required due to an unforeseen extension of the period of service;
3.9.3. A replacement system should apply in circumstances where a SID is lost.
A suitable temporary document can be issued.
3.10. The proof that the applicant is a seafarer, within the meaning of Article 1 of this
Convention should at least consist of:
3.10.1. a previous SID, or a seafarers’ discharge book; or
3.10.2. a certificate of competency, qualification or other relevant training; or
3.10.3. equally cogent evidence.
3.11. Supplementary proof should be sought where deemed appropriate.
3.12. All applications should be subject to at least the following verifications by a
competent official of the issuing authority of SIDs:
3.12.1. verification that the application is complete and shows no inconsistency
raising doubts as to the truth of the statements made;

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 3.12.2. verification that the details given and the signature correspond to those on
the applicant’s passport or other reliable document;
3.12.3. verification, with the passport authority or other competent authority, of
the genuineness of the passport or other document produced; where there is
reason to doubt the genuineness of the passport, the original should be sent
to the authority concerned; otherwise, a copy of the relevant pages may be
sent;
3.12.4. comparison of the photograph provided, where appropriate, with the digital
photograph referred to in section 3.4.2 above;
3.12.5. verification of the apparent genuineness of the certification referred to in
section 3.6 above;
3.12.6. verification that the proof referred to in section 3.10 substantiates that the
applicant is indeed a seafarer;
3.12.7. verification, in the database referred to in Article 4 of the Convention, to
ensure that a person corresponding to the applicant has not already been
issued with a SID; if the applicant has or may have more than one nationality
or any permanent residence outside the country of nationality, the necessary
inquiries should also be made with the competent authorities of the other
country or countries concerned;
3.12.8. verification, in any relevant national or international database that may be
accessible to the issuing authority, to ensure that a person corresponding to
the applicant does not constitute a possible security risk.
3.13. The official referred to in section 3.12 above should prepare brief notes for the record
indicating the results of each of the above verifications, and drawing attention to the
facts that justify the conclusion that the applicant is a seafarer.
3.14. Once fully checked, the application, accompanied by the supporting documents
and the notes for the record, should be forwarded to the official responsible for
completion of the SID to be issued to the applicant.
3.15. The completed SID, accompanied by the related file in the issuing authority, should
then be forwarded to a senior official of that authority for approval.
3.16. The senior official should give such approval only if satisfied, after review of at least
the notes for the record, that the procedures have been properly followed and that
the issuance of the SID to the applicant is justified.
3.17. This approval should be given in writing and be accompanied by explanations
concerning any features of the application that need special consideration.
3.18. The SID (together with the passport or similar document provided) should be
handed to the applicant directly against receipt, or sent to the applicant or, if
the latter has so requested, to his or her shipmaster or employer in both cases by
reliable postal communication requiring advice of receipt.
3.19. When the SID is issued to the applicant, the particulars specified in Annex II to
the Convention should be entered in the database referred to in Article 4 of the
Convention.
3.20. The rules of the issuing authority should specify a maximum period for receipt after
dispatch. If advice of receipt is not received within that period and after due notification
of the seafarer, an appropriate annotation should be made in the database and the
SID should be officially reported as lost and the seafarer informed.
3.21. All annotations to be made, such as, in particular, the brief notes for the record
(see section 3.13 above) and the explanations referred to in section 3.17, should be
kept in a safe place during the period of validity of the SID and for three years
afterwards. Those annotations and explanations required by section 3.17 should be
recorded in a separate internal database, and rendered accessible: (a) to persons
responsible for monitoring operations; (b) to officials involved in the review of
applications for SIDs; and (c) for training purposes.

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 3.22. When information is received suggesting that a SID was wrongly issued or that
the conditions for its issue are no longer applicable, the matter should be promptly
notified to the issuing authority with a view to its rapid withdrawal.
3.23. When a SID is suspended or withdrawn the issuing authority should immediately
update its database to indicate that this SID is not currently recognized.
3.24. If an application for a SID is refused or a decision is taken to suspend or withdraw
a SID, the applicant should be officially informed of his or her right of appeal and
fully informed of the reasons for the decision.
3.25. The procedures for appeal should be as rapid as possible and consistent with the
need for fair and complete consideration.
4. Operation, security and maintenance of the database
4.1. The issuing authority should make the necessary arrangements and rules to
implement Article 4 of this Convention, ensuring in particular:
4.1.1. the availability of a focal point or electronic access over 24 hours a day,
seven days a week, as required under paragraphs 4, 5 and 6 of Article 4 of
the Convention;
4.1.2. the security of the database;
4.1.3. the respect for individual rights in the storage, handling and communication
of data;
4.1.4. the respect for the seafarer’s right to verify the accuracy of data relating
to him or her and to have corrected, in a timely manner, any inaccuracies
found.
4.2. The issuing authority should draw up adequate procedures for protecting the
database, including:
4.2.1. a requirement for the regular creation of back-up copies of the database, to
be stored on media held in a safe location away from the premises of the
issuing authority;
4.2.2. the restriction to specially authorized officials of permission to access or
make changes to an entry in the database once the entry has been confirmed
by the official making it.

5. Quality control of procedures and periodic evaluations

5.1. The issuing authority should appoint a senior official of recognized integrity, loyalty
and reliability, who is not involved in the custody or handling of SIDs, to act as
controller:
5.1.1. to monitor on a continuous basis the implementation of these minimum
requirements;
5.1.2. to draw immediate attention to any shortcomings in the implementation;
5.1.3. to provide the executive head and the concerned officials with advice on
improvements to the procedures for the issuance of SIDs; and
5.1.4. to submit a quality-control report to management on the above. The
controller should, if possible, be familiar with all the operations to be
monitored.
5.2. The controller should report directly to the executive head of the issuing authority.
5.3. All officials of the issuing authority, including the executive head, should be placed
under a duty to provide the controller with all documentation or information that
the controller considers relevant to the performance of his or her tasks.
5.4. The issuing authority should make appropriate arrangements to ensure that officials
can speak freely to the controller without fear of victimization.
5.5. The terms of reference of the controller should require that particular attention be
given to the following tasks:

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 5.5.1. verifying that the resources, premises, equipment and staff are sufficient for
the efficient performance of the functions of the issuing authority;
5.5.2. ensuring that the arrangements for the safe custody of the blank and
completed SIDs are adequate;
5.5.3. ensuring that adequate rules, arrangements or procedures are in place in
accordance with sections 2.6, 3.2, 4 and 5.4 above;
5.5.4. ensuring that those rules and procedures, as well as arrangements, are well
known and understood by the officials concerned;
5.5.5. detailed monitoring on a random basis of each action carried out, including
the related annotations and other records, in processing particular cases,
from the receipt of the application for a SID to the end of the procedure for
its issuance;
5.5.6. verification of the efficacy of the security measures used for the custody of
blank SIDs, implements and materials;
5.5.7. verification, if necessary with the aid of a trusted expert, of the security and
veracity of the information stored electronically and that the requirement
for 24 hours a day, seven days a week access is maintained;
5.5.8. investigating any reliable report of a possible wrongful issuance of a SID
or of a possible falsification or fraudulent obtention of a SID, in order to
identify any internal malpractice or weakness in systems that could have
resulted in or assisted the wrongful issuance or falsification or fraud;
5.5.9. investigating complaints alleging inadequate access to the details in the
database given the requirements of paragraphs 2, 3 and 5 of Article 4 of the
Convention, or inaccuracies in those details;
5.5.10. ensuring that reports identifying improvements to the issuance procedures
and areas of weakness have been acted upon in a timely and effective
manner by the executive head of the issuing authority;
5.5.11. maintaining records of quality-control checks that have been carried out;
5.5.12. ensuring that management reviews of quality-control checks have been
performed and that records of such reviews are maintained.
5.6. The executive head of the issuing authority should ensure a periodic evaluation of
the reliability of the issuance system and procedures, and of their conformity with the
requirements of this Convention. Such evaluation should take into account the
following:
5.6.1. findings of any audits of the issuance system and procedures;
5.6.2. reports and findings of investigations and of other indications relevant to the
effectiveness of corrective action taken as a result of reported weaknesses
or breaches of security;
5.6.3. records of SIDs issued, lost, voided or spoiled;
5.6.4. records relating to the functioning of quality control;
5.6.5. records of problems with respect to the reliability or security of the
electronic database, including inquiries made to the database;
5.6.6. effects of changes to the issuance system and procedures resulting from
technological improvements or innovations in the SID issuance procedures;
5.6.7. conclusions of management reviews;
5.6.8. audit of procedures to ensure that they are applied in a manner consistent
with respect for fundamental principles and rights at work embodied in
relevant ILO instruments.
5.7. Procedures and processes should be put in place to prevent unauthorized disclosure
of reports provided by other Members.
5.8. All audit procedures and processes should ensure that the production techniques
and security practices, including the stock control procedures, are sufficient to meet
the requirements of this Annex.

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